Start with a line-by-line product list and a purchasing window. Planned supply suits established distributors who know their market and can approve the selected specifications; mixed categories and repeat orders are reviewed against those inputs. MOQ, availability and lead time are confirmed for each quoted item.
China-side coordination covers supplier matching, specification clarification, agreed order checks and packing or consolidation arrangements. Your team retains local design approval, importing and after-sales responsibilities.
Build a range that can be quoted item by item
Keep covers, equipment packages and metal accessories on separate lines, even when they travel together. Link every reference photo to an item code so a similar-looking substitute cannot silently replace the requested configuration.
- 1. Pool covers
- 2. Equipment packages
- 3. Metal accessories
- 4. Separate BOM lines
What to send for a distributor inquiry
Use these fields in your own spreadsheet or WhatsApp message. Mark unknown items as “to confirm” and identify who will approve them. The examples show a format, not an offered product configuration.
| Item | Why we need it | Example format |
|---|---|---|
| ItemTerritory and channel | Why we need itIdentify the destination market, customer type and intended sales route. | Example formatCountry / city; contractor supply or dealer sales |
| ItemProduct list or BOM | Why we need itKeep item identity, required specification and proposed alternatives separate. | Example formatYour item code; model reference; photo or drawing revision |
| ItemProduct-specific requirements | Why we need itCheck the details that affect fit and selection before accepting an alternative. | Example formatEquipment: nameplate and electrical requirements; metal accessories: drawing and finish; covers: pool drawing |
| ItemQuantity and buying cycle | Why we need itSeparate the first order from a forecast; show the period each quantity covers. | Example formatFirst-order quantity per item; later forecast; planned review date |
| ItemPackaging and destination | Why we need itReview marking, packing and consolidation requirements. | Example formatCarton mark; label language; destination port or delivery point |
| ItemImporter and documents | Why we need itAssign the buyer-side owner for classification and destination requirements. | Example formatImporter entity; broker contact; HS-code review status; required documents |
| ItemAfter-sales and branding | Why we need itClarify service responsibilities and any separate commercial request. | Example formatLocal service contact; requested spares; private-label request, if any |
Choose the order pattern before comparing quotes
A repeat order needs an approved reference. A mixed first order needs item-level approval and compatible readiness dates. Choose which constraint matters before asking suppliers to combine the range.
| Order pattern | Use it when | Dominant Failure Mode & Prevention |
|---|---|---|
| Order patternRepeat approved items | Use it whenYou can identify the previous item specification and required replenishment window. | Dominant Failure Mode & PreventionSpecification drift: compare the new quote with the approved drawing, model and packing revision; record any change. |
| Order patternMixed product families | Use it whenEvery selected item has a clear specification and can be reviewed for a combined shipment. | Dominant Failure Mode & PreventionOne unready line holds the rest: review readiness per item and compare holding the order with splitting the shipment before booking. |
If an item has an unresolved specification or import-document requirement, keep it pending in the order list until its responsible approver resolves it. A confirmed line in another category does not clear it.
Consolidation and shipping reviewSeparate the purchase quantity from the sales forecast
Estimate demand over your chosen replenishment window, then reconcile usable stock and confirmed incoming orders. Choose the buffer from your own sales variability and service policy; the supplier must confirm the supply dates separately.
Planned purchase = max(0, forecast demand + chosen buffer − usable stock − confirmed incoming quantity).
Illustrative assumption for one item and one planning window: forecast 30 units, buffer 10 units, usable stock 8 units and confirmed incoming 0 units.
max(0, 30 + 10 − 8 − 0) = 32
Planned purchase: 32 units. This is a planning example, not a minimum order or an available quantity.
- 8 usable stock
- 32 planned purchase
- 30 forecast demand
- 10 chosen buffer
If the result is zero, check the forecast and existing commitments before adding an order. A positive result is an inquiry quantity; reconcile it with the quoted MOQ, packing quantity and confirmed timing.
Approve each item before combining the shipment
Record the approved model or drawing revision against each order line. Agree which quantity, appearance and document checks are required, then match carton identifiers to the packing list. Photos support those agreed checks; they do not replace a technical approval or a required certificate.
- Carton A
- Carton B
- Matching packing-list lines
Project supply configuration reference.
- Before ordering: approve the specification, included accessories and any substitution in writing.
- Before packing: agree the inspection evidence, label language and carton marks.
- Before dispatch: reconcile item quantities and packing records, and resolve the destination-document checklist with the importer or broker.
- For repeat orders: keep the approved revision and any changes with the new purchase order.
For Saudi shipments, ZATCA’s Import Instructions list the commercial invoice and bill of lading, with a certificate of origin unnecessary where origin is clearly established. Additional documents depend on the goods. Have the importer or broker confirm the classification and applicable requirements for each selected item; this is not a GCC-wide product approval.
ZATCA import instructionsCompare the landed order and the after-sales scope
Ask each quote to separate goods, agreed checks, packaging and labels, consolidation or storage if applicable, freight and insurance. Add the destination charges, duties or taxes and local handling assigned to your side. State the proposed Incoterms® 2020 rule and named place so costs and responsibilities can be compared on the same basis.
ICC’s Incoterms® 2020 overviewInclude the cost of holding a slow item, a split shipment, replacement parts and local service when comparing options. No fixed margin or savings estimate is implied by a combined order.
Confirm separate commercial terms in writing
- Private label, territory exclusivity and stock commitments require a separate written agreement; an inquiry or first purchase creates none of these arrangements.
- Samples support selection. Approve the final production specification and tolerances before ordering.
- Confirm the selected supplier’s warranty terms, claim evidence and spare-parts arrangements in the quote. Factory warranty does not imply local call-out service.
- The buyer or its appointed contractor handles local measurement, installation, commissioning and acceptance. The importer retains destination registration and clearance obligations as agreed in the transaction documents.
Your first message can use the inquiry checklist
Send your territory and sales channel, the item list with quantities, the buying cycle and destination. Attach the reference photos, BOM or drawings after the chat opens. Include unresolved documents or specification questions so we can identify what needs confirmation.
What to send for a distributor inquiryWhatsApp opens first. Attachments are sent manually in the chat.